REQUEST FOR QUOTE The National Association for Welfare Research and Statistics (NAWRS) seeks a Certified Public Accountant for the provision of association accounting and bookkeeping services, preparation of quarterly and annual financial statements, assistance with preparation of the annual Association budget, and preparation of annual income tax returns.
NAWRS is a non-profit association whose purpose is to promote the exchange of ideas, both theoretical and evidentiary, regarding the contribution of research and statistical analysis to the development and administration of effective human services programs. The NAWRS membership includes representatives from federal, state, and local governments, universities, and for-profit and non-profit organizations. Membership is open to all persons interested in public human services programs. As an all-volunteer organization, NAWRS does not have a membership fee or dues structure.
NAWRS’ primary activity is the sponsorship of an annual or bi-annual conference. Therefore, the Association’s major expenses are currently conference-related, and its primary revenues come from conference registration fees and sponsorship fees. The Organization’s governing structure is a Board of Directors which is comprised of two representatives from each of the ten Federal Regions, each serving a staggered two-year term, as well as ex-officio representation from Past Presidents and Program Chairs. Board Officers currently include a President, Vice President, Secretary and Treasurer. Board membership is comprised of employees in human services, research and statistics. The President’s term is one or two years, based on hosting the annual or bi-annual conference, while the other Officers are elected for staggered two-year terms.
The selected CPA will provide routine accounting and bookkeeping services, prepare quarterly and annual financial statements, maintain a Chart of Accounts for NAWRS reporting, perform management reporting to the Board on financial status and management of Association assets, assist with preparation of the annual NAWRS Budget, and related duties as required. Financial statements will consist of a balance sheet and income statement, with a cash basis of reporting (as well as accrual basis reporting when appropriate), and status of budget. The average number of financial transactions per year is estimated to be 50.
Tasks required include (but are not limited to) the following:
1. Perform routine accounting and prepare bank statement reconciliations for NAWRS expenditures and commitments. Reconciliations and financial statements will be prepared and used to monitor Association budget and activities, and will also include tracking of association computer and software inventory. The association currently uses QuickBooks Online.
2. Collaborate with President or Treasurer in tracking and recording all expenditures and receipts, and to identify any necessary adjustments required before submitting final financial statements to the Board. Selected CPA will report to the Board of Directors, and may submit said reports through the President, Treasurer or their designee. CPA will follow existing NAWRS financial statement formats unless and until NAWRS requires modifications. Management reports and/or any additional information or recommendations for the improved handling of NAWRS funding or assets should be presented to the Board of Directors. Board meetings will be held periodically (via teleconferencing unless otherwise specified) and CPA may occasionally be required to attend a board meeting or Finance and Budget Committee meeting. All financial statements, related reports and supporting detail (e.g. general ledger) should be sent to President, Treasurer or designee within 30 days after the end of the quarter. The due date for any other report (e.g. “management report”) will be determined by mutual agreement.
3. Timely prepare the annual income tax return and provide copies to the Board, as well as present a full copy of the return and supporting schedules to the Treasurer. Detailed work papers should be maintained and available for examination, if required.
4. Maintain an Association Chart of Accounts.
5. Maintain copies of financial records as a central repository.
6. Oversee the annual transfer of the bank account signature cards.
The NAWRS Treasurer and President will continue to handle check-writing and use of debit cards on a single Association account, and will forward copies of receipts to CPA in a timely manner. Most receipts will be deposited in the NAWRS account via an automated registration system but some will be manually deposited by the Treasurer or President. Registration reports and view access to bank account transactions will be made available to CPA.
NAWRS’ goal is to hire a professional who is accurate and objective, and will search for errors and ways to improve our financial and management processes. The CPA will handle the routine accounting, financial and tax reporting, and facilitate internal control. Contract with the selected vendor can be structured on a flat fee per quarter, and/or based on an hourly rate for specific tasks such as: board meeting attendance, ad-hoc consultation (e.g. tax consequences of proposed board decisions) or tax return preparation. Board meeting attendance may be by phone conference, unless otherwise specified. In-person board meeting attendance would be very unlikely but if required actual travel costs would be reimbursed based on existing guidelines for federal employees.
Respondents should submit level of relevant experience in professional association and/or non-profit accounting and financial reporting, as well as professional background and expertise. CPA is invited to propose other items that will address our stated needs.
Accounting shall be on a cash basis (as well as accrual basis statements when appropriate) and revenues and expenses should be reported by source and usage. Conference items will be separated from association items on the financial statements. Association (non-conference) assets, liabilities, revenues and expenditures are defined as those items that are not unique to the particular conference.
The income statement shall include sufficient level of detail on income and expenses from all sources, including investments, registrations, sponsorships, etc., and all expenses, to facilitate Board oversight and analysis of Association activity.
The balance sheet shall include current assets (mostly cash and certificates of deposit) and depreciable assets such as computers, printers, LCD projects and other electronic equipment. The balance sheet shall contain detail of all assets and any liabilities.
The general ledger will list all transactions by date and account.
NAWRS bylaws are available to all bidders on the NAWRS website at www.nawrs.org.
NAWRS will facilitate the execution of the contract with the selected bidder by providing copies of financial statements and documentation, access to NAWRS QuickBooks Online account, view access to appropriate reports and bank accounts and other information as required. NAWRS will facilitate access to any board members required to fulfill the duties of this contract.
Responses to the NAWRS RFQ should be submitted to Barbara Startz via email. Please submit your quote to Ms. Startz by February 28, 2017. Proposal shall be submitted as an MS Word document.